Documents

Would you like to create document templates and use them quickly to create customer messages, contracts or repetitive documents? 

Use these templates at any time to create emails, contracts, memorandums of understanding, letters to accompany quotations, service proposals, supplier price requests, customer reminders, customer contracts and more.

Activating the"Documents" application adds a new"Documents" function to the"Finance and Admin" menu.
To create your first document, click on"Add a document".

1. CREATING A MODEL
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The model is composed in two stages:

• First, fill in the document presentation form: name, access authorization, template and choose whether you wish to apply automatic numbering to document titles and subtitles. 
• Then enter the document content: title, subtitle, paragraph, etc.

Add as many blocks as you like to build your document template. 

In the "Text" paragraphs, you can add variables, i.e. designate "elements" that will be replaced by customer or user data, for example, when calling up the template to produce a copy.

These varials can be :

• Macros
• Fusion fields

2. MACROS
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Macros are variables which you define and which do not belong to a field known to the software, but for which you wish to enter information or a value each time a copy of the document is generated.  

For example, enter ((Date of birth)), and when your template is transformed into a document, you can enter the text to replace the customer's name.

To create a macro in the content of your template, open and close a double parenthesis on the term for which the value is to be customized.

For example, you create a partnership contract template, on which the name of the partnership program is to be customized: indicate in the content of your contract template the word ((partnership program )), each time you want this term to be customizable.

Any word framed by this double parenthesis in the template becomes a macro, i.e. an editable term whose specific content you can specify in the document generated from the template.

When generating a document from the template, the application displays a list of the macros entered in the template. Each macro can be associated with a piece of information, which you can enter in a dedicated field.

3. MERGER FIELDS
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Merger fields are a list of fields belonging to the logociel that you can associate with your document template
. Simply select the merge field from the drop-down menu to call them up in your text, positioning them where you wish.

This time, these fields are automatically replaced by the value indicated in the software when a copy of the document is created. 

This mode of use is very practical for message templates sent to your customers, for invoice reminders, and for composing e-mail scenarios.

For example, you can use the merge fields

• to personalize the signature of each user who sends a message with the fields: "You: name" You : Phone number" and "You: email". 
• to identify your contact or a document that is the subject of the message: "Third party: contact's title" "Third party: contact's surname" Third party: contact's first name" or "Invoice: reference" "Invoice: date".

Each of these elements will be replaced by user name and customer data when an invoice is sent to the software.

4. DOCUMENT VALIDATION
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Once you have entered all the contents of your document template, validate your document to lock it.

It is thus fixed and can no longer be modified. 

It can be used to generate a : 

• from the list of document templates by clicking on: + New on the template 
• or from the "mail" function for commercial documents: by selecting the template in step 2 of the message dispatch process.
• in the "Messaging" block of third-party master records when sending messages
• via the ticketing function, if you have activated the "Tickets and customer support" app